The future of Enterprise Content Management is in question, as Gartner announced a rebranding of the term earlier this year. In the eyes of the tech giant, and some others, the space will now be called Enterprise Content Services. According to DigitalClarityGroup.com, some professionals in this space prefer legacy ECM tools while others like products like Box, which are often cheaper and easier to implement. Then there are some in the middle that manage documents with Microsoft SharePoint On Premises and SharePoint Online.
An article posted on DigitalClarityGroup.com says every SMB and enterprise needs a combination and there needs depend on the following factors:
- Various kinds of users and usage
- The value and risk connected to the content for clients and in-house business flow
- Content proliferation from various sources
- Content home: on the groud, in the cloud or both
The article went on to say that there’s a large gap between the tools an individual or group requires and the vital business content connected to clients.
“That’s why high-end ECM continues to be, and should be, installed to manage crucial documents. It’s also why EFSS has spread like wildfire for individuals and workgroups, and why Microsoft SharePoint Online appeals to such a plethora of businesses and Office 365 is near ubiquitous,” according to the article.
But that doesn’t come without issues. Those looking to use content in a high-end ECM system and manage documents they access daily may need to learn more than one system and log into more than one solution to complete their work. However, innovative companies are reportedly integrating their content using the following best practices, provided by DigitalClarityGroup.com:
- Contextual – the user can access content within the context of his or her standard work environment, without learning another system with a different U/I
- Relevant – content metadata is shared or easily accessed
- Simple – individual, workgroup and departmental systems are easy to use and simple to deploy; simplicity is aligned to the relatively lower business value of the documents
- Controlled –content for mission-critical, core business processes with high value and/or high risk is managed in a more rigorous environment.
- Integrated – authenticated workers can access both types of content systems in support of their jobs.
“Extending ECM through OpenText’s Content Suite integration with SharePoint On Premises and Office 365 (including a hybrid environment), is one way that organizations can apply these principles,” the article stated.
The integration will support migration from Office 365 to an ECM tool, extending archival and records management to Office 365, and integrating business apps such as CRM and ERP with Office 365.